Policy & Procedure

/Policy&Procedure

Confidentiality Policy


In carrying out its activities, Empirical Exergy Private Limited (EEPL) called upon to obtain confidential information concerning individuals and/or organizations. EEPL places great importance on respecting the privacy of the individuals who use its inspection services. It has therefore introduced a series of rigorous policies and procedures designed to protect user privacy. The information below provides an overview of EEPL commitment regarding privacy and confidentiality.
EEPL has established, documented policies and procedures for the maintenance and release of information with regards the ISO/IEC 17020 requirements to always keep and maintain confidential all information obtained during the inspection carried out. EEPL will not collect or use another party’s confidential information without that party’s permission.

Data Inputting and Transmission

The information that our inspection body receives when an order and/or request for information is placed and is treated with the utmost confidentiality. Our inspection body does not disclose the names of, or information on, individuals and/or organizations that are in contact with it.
The results conducted by our inspection body are transmitted by registered mail to the previously authorized persons. The inspection engineers do not give any results over the telephone, by fax or by e-mail.
Before discussing specific cases over the telephone, our inspection body staff ask many questions to validate the caller's identity.

Employees

The handling of confidential information within our inspection body is strictly limited to those employees who require access to carry out their functions. Thus, during the hiring process, the inspection body performs checks on candidates' employment history and background. These checks may include credit checks, criminal record checks, inquiries into their professional training and checks with former employers. Once hired, employees must sign a confidentiality agreement with our inspection body, which agreement includes specific provisions regarding the confidentiality of information obtained during work. During their employment at our inspection body, employees are regularly reminded of the importance of respecting the confidentiality of information obtained during their duties.
EEPL shall inform the client, in advance, of the information it intends to place in the public domain. All other information, except for information that is made publicly accessible by the client, shall be considered confidential. EEPL shall not disclose any information about a particular certified client or individual to a third party without the written consent of the inspections conducted or individual concerned. When EEPL is required by law or authorized by contractual arrangements to release confidential information, the client or individual concerned shall, unless prohibited by law, be notified of the information provided. Information about the client from sources other than the client (e.g., complainants, regulators) shall be treated as confidential, consistent with this policy. Personnel, including any committee members, contractors, personnel of external bodies or individuals acting on the behalf of EEPL, shall keep confidential all information obtained or created during the performance of EEPL’s activities except as required by law nationally and internationally.

DIRECTOR


Document No. - EEPL/Policy/02
Date - 25.08.2022